16.5 Closeout of Subawards

Outlines the close-out requirements for subawards.


Questions about this policy can be answered by:

Register, Laura

Subrecipient Monitoring Officer, OSR

Office of Sponsored Research Pre Award

(303) 838-2163

1. Close-Out Procedure

A subaward is closed out when its period of performance comes to an end, regardless of whether Stanford's research project is ending or continuing. When feasible, it is advisable for a subaward period of performance to be slightly shorter than Stanford's, to allow sufficient time for collection and review of the Subrecipient's final reports, verification of subrecipient data, and incorporation of the Subrecipient's research results into Stanford's final technical report to the sponsor.

A. Final Technical Reports

PIs are responsible for obtaining final technical reports from their subrecipients, and retaining a copy in their project file. PIs are encouraged to remind subrecipients of this need well in advance of the due date for such reports.

B. Other Close-Out Reports and Documents

Other final reports, including property reports, patent reports, small/small disadvantaged business reports, and Assignment and Release documents may be required. PIs and departments may be asked to assist OSR in obtaining the necessary closeout reports in a timely manner from the Subrecipient.

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2. Final Invoice

In order for Stanford to comply with its financial report requirements, subrecipients are required to submit a final invoice, clearly marked Final, to Stanford no later than specified in the Subaward. In the event a Final invoice is not received within the require timeframe, Stanford may treat the Subrecipient's last invoice as its final invoice. Late Final invoices submitted to Stanford may not be paid. PIs and departments are responsible for assisting OSR in obtaining final closeout information, including invoices, from their subrecipients.

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